Privacy Notice (UK GDPR Compliance)
Cab Call Centre Thanet Ltd t/a Thanet Cars
76 Northdown Road, Margate, Kent, CT9 2RE
Email: info@thanetcars.com
Phone: 01843 232323
We are the licensed private hire operator and Data Controller, responsible for deciding how and why your personal data is used. We operate under:
UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Local Government (Miscellaneous Provisions) Act 1976
Taxis and Private Hire Vehicles (Safeguarding and Road Safety) Act 2022
Thanet District Council licensing conditions
ICO Registration Number: ZA920007
Operator Licence Number: LN/199400335
Responsible Person for Data Protection: Karl Evans (Director)
This Privacy Notice applies to customers, passengers, staff, office‑based contractors, and drivers, and covers all contact methods including phone, SMS, WhatsApp (limited), website forms, email, social media, mobile apps, walk‑ins, and dispatch systems.
2. Definitions
“We”, “Us”, “Our” – Cab Call Centre Thanet Ltd t/a Thanet Cars
“You” – Any customer, passenger, driver, staff member, contractor, or website/app user
“Personal Data” – Any information that identifies or can identify a living person
“Processing” – Any action taken with personal data
“Data Controller” – The organisation deciding how and why data is processed
“Data Processor” – A third party processing data on our behalf
3. Safeguarding, Age Requirements & Licensing Standards
Passenger Age Requirements
Children must be secondary‑school age (approximately 11+) to travel unaccompanied for standard bookings.
For bookings arranged by KCC, other councils, or other authorities, age rules may differ and are determined by the commissioning authority.
Driver Licensing & Vetting
All drivers:
Are licensed by Thanet District Council
Hold a valid Private Hire Driver’s Licence or Hackney Carriage Driver’s Licence
Use vehicles licensed for the same purpose (PHV or Hackney)
Hold Hire & Reward insurance
Hold an up‑to‑date enhanced DBS certificate
Are subscribed to the DBS Update Service
Have completed all licensing steps required at the time they were licensed, which may include safeguarding and customer‑care training
4. What Data We Collect
Identity & Contact Information
Name
Telephone number
Address
Email address
Booking & Journey Information
Pick‑up and drop‑off details
Booking history
Date, time, route, driver and vehicle details
Communication records (calls, SMS, WhatsApp messages, emails, notes)
Text‑back confirmations and tracking links
GPS & Location Data
Real‑time and historical GPS from driver devices
GPS used for dispatch, routing, pricing, and safety
GPS coordinates stored in booking history
Children’s Data
We may receive children’s data from:
KCC
Other councils or authorities
Parents or guardians
Schools or education centres
Used only for safeguarding, lawful transport, and contractual obligations.
Payment Information
Payments processed via Stripe, Google Pay, and PayPal
We do not store full card details
Driver bank details are stored to process payments for account work
App & System Data
Account details
Preferences
Device information
Usage data
Staff & Contractor Data
Contact details
HR and compliance records
System access logs
Office CCTV (video only)
CCTV
Office CCTV records video only
Vehicle CCTV is driver‑owned and not controlled by us
5. How We Collect Your Data
We collect data when you:
Make a booking by phone, SMS, WhatsApp (limited), email, website form, or in person
Use our mobile apps or booking systems
Message us on Facebook or Instagram
Travel in one of our vehicles (GPS, journey records)
Work for us as a driver, staff member, or contractor
6. How We Use Your Data & Our Legal Bases
Lawful Basis Table
7. Automated Decision‑Making
Our dispatch system may automatically allocate the nearest available driver. This does not have legal or significant effects on you. We do not use profiling.
8. Who We Share Your Data With
We never sell or trade your data.
We only share it with:
Payment processors (Stripe, Google Pay, PayPal)
IT and software providers (dispatch system, apps, hosting, secure storage)
Encrypted VPN providers (secure internal communication)
Phone and communication providers
GPS and tracking providers
Accountants and financial advisors
Insurance providers
Licensing and regulatory authorities (Thanet District Council, police, other authorities)
Authorised staff and drivers (only what is necessary to complete your journey)
Data shared via Facebook or Instagram is subject to Meta’s own privacy policies.
9. International Transfers
We do not transfer your personal data outside the UK. If this ever becomes necessary, we will use approved safeguards such as UK Standard Contractual Clauses.
10. Data Security
We use:
End‑to‑end encryption
Secure VPN connections
Encrypted communication between office systems and driver devices
Restricted access controls
Secure app and system architecture
Staff and driver training in data protection and safeguarding
Your data is protected against loss, misuse, unauthorised access, and disclosure.
11. Data Retention
Retention Table
12. Your Rights
You have the right to:
Access your data (including GPS and app data)
Correct inaccurate information
Request deletion (where legally permitted)
Object to or restrict processing
Request data portability
Withdraw consent at any time
Complain to the ICO
ICO Contact Details
Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Email: casework@ico.org.uk
Website: https://ico.org.uk
13. How to Exercise Your Rights
Email: info@thanetcars.com
Phone: 01843 232323
Address: Cab Call Centre Thanet Ltd t/a Thanet Cars, 76 Northdown Road, Margate, Kent, CT9 2RE
14. Reporting Concerns About a Licensed Vehicle, Driver, or Operator
If you wish to raise a concern or make a licensing‑related complaint, contact:
Thanet District Council Licensing Department
Email: licensing@thanet.gov.uk
Phone: 01843 577 416
The Council investigates licensing complaints and ensures all operators meet required standards.
15. Changes to This Privacy Notice
We may update this Privacy Notice from time to time. The latest version will always be available on our website. We will not reduce your rights without notifying you where appropriate.
16. Cookie Policy
Our website uses cookies to operate securely, improve performance, and provide a better user experience. When you visit our site, you may be asked to accept or reject optional cookies through our cookie banner. These cookies are controlled by you and can be changed at any time.
Types of Cookies We Use
Essential Cookies
These cookies are required for the website to function and cannot be switched off. They include security, accessibility, and basic operational features.
Performance & Analytics Cookies
These cookies help us understand how visitors use our website. They allow us to count visits, identify traffic sources, and measure site performance. This information helps us improve the website and ensure it works smoothly for all users.
Advertising Cookies
These cookies may be used by third‑party advertising platforms to deliver content that is relevant to your interests. They may track your browsing activity across different websites. You can disable these cookies at any time through our cookie banner.
Social Media Tracking
If you interact with our Facebook or Instagram pages, Meta may collect information under its own privacy policies. This tracking is outside our control.
Managing Cookies
You can control or block cookies in the following ways:
Through the cookie banner on our website
By adjusting your browser settings
By clearing stored cookies at any time
Please note that disabling certain cookies may affect website functionality.
17. Call Recording
We record certain telephone calls for accuracy, safety, and service quality. The following types of calls may be recorded:
Incoming and Outgoing Calls Calls made to or from our main telephone numbers may be recorded for the following purposes:
Ensuring bookings are taken accurately
Monitoring and improving customer service
Investigating complaints
Training and quality assurance
Meeting licensing and legal obligations
Driver‑to‑Customer Calls (Masked Number System) When a driver selects “Call Customer” through the driver app, the call is routed through our internal system so the customer does not see the driver’s personal number. These calls may also be recorded for safety, accuracy, and complaint investigation.
Internal Office Calls Calls made between internal office lines are not recorded.
Retention and Access Call recordings are stored securely, accessed only by authorised staff, and retained for the minimum period necessary. They are deleted when no longer required. You may request access to call recordings relating to you, where legally permitted.